When you convert from QuickBooks Desktop to QuickBooks Online, most data in the company file transfers automatically.
Generally, if a QuickBooks Desktop feature or transaction type exists in QuickBooks Online, it will convert. Features such as Sales Orders, the Bill of Materials, and the Sales Rep list won’t convert—because there’s no QuickBooks Online equivalent.
Here’s a list of some of the things that don’t convert, and what you or your clients can do in response:
|What doesn’t convert
||What you can do
|Custom sales form templates for estimates, invoices, and sales receipts.
||You can use the default template in QuickBooks Online, create a new one, or import a style created in Microsoft Word.
|The bank connection and the downloaded bank activity for review, linked to transactions.
||You need to manually connect bank and credit cards in QuickBooks Online.
|QuickBooks users and permissions generally don't convert. However, if all the QuickBooks Desktop users have the same user permissions—and there is a corresponding role in QuickBooks Online—all the users will convert.
||You need to review the list of users in QuickBooks Online to see which users converted and whether they have the appropriate permissions.
If the users did not convert, you'll need to manually set them up.
|Reconciliation reports (although the [R] status does convert).
||If you want the reports from QuickBooks Desktop, you can save each one as a PDF or print them out.
You’ll learn about performing an initial reconciliation in the lesson on carrying out a conversion.
||You’ll need to recreate these in QuickBooks Online.
|QuickBooks Desktop’s audit trail.
||You can print the QuickBooks Desktop file’s audit trail or retain the .QBW data file as an archive.
|The connection to your QuickBooks Payments merchant service account.
||You need to disconnect/unlink the merchant service account from QuickBooks Desktop, then manually connect/link it to QuickBooks Online.
|Balance sheet budgets (although Profit & Loss budgets do convert).
||Balance sheet budgets aren’t a feature of QuickBooks Online. If your client needs to keep a balance sheet budget, they’ll have to use a third-party app to track it.
|Closing date password and accumulated closing date exceptions.
||Although the closing date is converted to QuickBooks Online, the closing date password and accumulated closing date exceptions aren’t. QuickBooks Online will begin to track new exceptions from the date of the conversion.
You’ll find more detail on which features do and don’t convert in this article on what to expect when you switch from QuickBooks Desktop to QuickBooks Online